Student Organization Financial Processes

The Information Included below was last updated on February 12, 2025

Sponsorships

Sponsorships involve financial support in exchange for benefits to the sponsor. Alcohol-related sponsorships are prohibited. Student leaders are required to submit a Sponsorship Packet Approval Form at least 30 business days prior to the event date. Non-financial partnerships, relationships, memos or agreements should also be submitted to the Sponsorship Packet Approval Form. All sponsorships need to be formally reviewed and approved by the Assistant Director of Financial Operations for Student Organizations in the SOLE Office before funds can be accepted. Not all sponsorships will be approved by the Institute. Sponsorship approval authority rests with the Institute – and not student leaders. If your organization is planning on hosting an event involving sponsors, email the Assistant Director of Financial Operations for Student Organizations in the SOLE Office prior to finalizing your solicitation materials and sponsorship levels. Events involving sponsorships must comply with all event planning policies. Events involving sponsorships are classified as Category 2 Events, requiring an Atlas Event Registration to be submitted at least 10 business days prior to the event date.

Sponsorship Documents

Student organizations are required to vet their sponsorship documents through MIT. The Assistant Director of Financial Operations for Student Organizations can provide two templates to make it easier to contract with outside sponsors:

The Sponsorship Terms Letter is a standard, simple document that is the preferred mechanism for finalizing sponsorship details. It does not require a student signature, only a signature from the sponsoring entity.

The Event Sponsor Agreement is for sponsorships that require/request a formal contract. This document acts as an official MIT contract. This document requires a signature from both the sponsor and an authorized Institute signatory. These documents have sections for customized event details, and therefore must be reviewed by MIT before being sent out to sponsors.

General Sponsorship Policies

1. Use of an MIT template (either Sponsorship Terms Letter or Event Sponsor Agreement) is preferred.

The Sponsorship Terms Letter can be sent as an offer.

2. Students must avoid agreeing to sponsorships casually over email.

Instead, all confirmations must be referred to the Sponsorship Terms Letter or the Event Sponsor Agreement.

3. Students are not authorized to make changes to the official Sponsorship Terms Letter nor the Event Sponsor Agreement.

Students are also not authorized to make additional promises to sponsors that are not covered/outlined in the Sponsorship Terms Letter or the Event Sponsor Agreement.

4. Students are not authorized to sign on behalf of MIT and, therefore, cannot sign the Event Sponsor Agreement.

5. Benefits offered to sponsors must be consistent with MIT’s status as a non-profit and in compliance with policies pertaining to the use of the MIT name and MIT facilities/resources.

6. If the program has sponsorship level tiers, these must be established in advance and followed consistently.

No customization of sponsorship level tiers is allowed unless established prior to communicating with all sponsors.

External Sponsors (not affiliated with MIT) Policies

Student organizations working with non-affiliated groups ensure that the co-sponsored event is predominantly planned, financed and directed by MIT student leaders.

1. Student leaders should be involved in all areas of event planning, event promotion, and event execution.

Student leaders directing co-sponsored events are required to be present from set-up to clean-up of the event.

2. Financing for any co-sponsored event must reside with the MIT student organization.

Proceeds from ticket sales (on site or online), contracts and other expenses must be routed through the MIT student organization account. Money cannot be collected by the non-MIT organization. Co-sponsored events must comply with all financial sponsorship policies as outlined.

3. Student organization leaders directing the co-sponsored event must work with staff members from CAC and the SOLE Office.

Student organizations leaders must work with staff members from the CAC and SOLE Office prior to the event to ensure that all logistical issues and concerns have been addressed.

Student Organization Funding & Financial Stewardship Staff Advisors

Ramon Downes

Assistant Director, Financial Operations for Student Organizations

rdownes@mit.edu

Mary Mango

Financial Assistant

mmango@mit.edu

Connor Perez

Administrative Assistant

cjperez@mit.edu

E: sole@mit.edu
P: 617-253-6777

Student Organizations, Leadership & Engagement

77 Massachusetts Ave
Cambridge, MA, 02139